Portfolio Assistant

Posted Friday, November 21, 2025 at 11:00 AM

Kidder Mathews has been a leader in the commercial real estate industry for over 56 years, fostering an innovative and dynamic work culture with more than 100 "best workplace" awards. Now the largest fully independent commercial real estate firm in the Western U.S., Kidder Mathews has over 900 professionals across 19 offices in Washington, Oregon, California, Idaho, Nevada, and Arizona. We offer a complete range of brokerage, appraisal, asset services, consulting, and debt & equity finance services for all property types.

The firm averages $9 billion in transaction volume, manages more than 58 million square feet of space, and conducts 2,400 appraisal, consulting, and cost segregation assignments annually. Join us and find out what makes Kidder Mathews one of the best places to work.

The Portfolio Assistant assists the Manager(s) in the day-to-day management of all aspects of operations for the assigned portfolio, in accordance with the goals and objectives of the individual Clients. Depending upon the composition of the Asset Services Team, the Portfolio Assistant may perform some of the duties of the Administrative Assistant.

• Partner with Manager(s) and leasing team members to ensure that all vacant space is in “market ready” condition
• Maintain building floor plans, vacant space log, and stack plans
• Coordinate approval of and track process of leases, contracts, notices, and other time sensitive documents
• Distribute lease documents to Owner, Administrative Assistant, and Tenant
• Coordinate signage, keys, and distribution of property information sheet to Tenant
• Receive, code, and track all invoicing related to lease commissions
• As directed by Manager(s), assist Administrative Assistant in creating and maintaining lease and property files

• Code invoices/payables in a timely manner each week
• Research problems with invoices, including resolving past due balances
• Create Account Action Request forms for Manager’s signature
• Assist Manager(s) with annual budgeting process, to include re-bid of service contracts as directed by Manager(s)
• Assist Property Manager(s) in preparation of monthly Owner statements - assembles, copies, and distributes financial reports
• Review annual CAM reconciliations as assigned by Manager(s) and report findings to Manager(s)
• Prepare new vendor set up form for approval by Manager
• Request appropriate insurance information from new vendors ensuring all required information is received
• As directed by Manager(s), assist in the collection of delinquencies by contacting tenants and preparing demand notices and pay or vacate notices
• Assist with the budget preparation process, to include contacting utility companies, vendors, and contractors to obtain upcoming rate increases; compiling data for Manager(s) and property accountant for final budget input

• Prepare weekly and/or monthly inspection reports for Engineer(s) to complete
• Maintain and update “Desk Notes”
• Prepare maintenance and service contracts for Manager’s signature
• Dispatch vendors/contractors as directed by Manager(s)
• As assigned by Manager(s), respond to and resolve tenant concerns
• As directed by Manager(s), communicate with tenants as required to ensure that tenant needs are met, and that high quality property management service is achieved
• Follow through on any needed repairs or maintenance as directed by Manager(s)
• As assigned by Manager(s), interface with property vendors and contractors to ensure prompt response to maintenance issues
• Ensure on-going contracted vendor services are performed on schedule, and that services meet contract specifications
• As directed by Manager(s), review specifications and make recommendations to Manager(s) for necessary changes or updates
• Request and review bids from contracted service providers; make recommendations to Manager(s)
• As directed by Manager(s), partner with Building Engineers or contracted maintenance staff to schedule repairs and work orders
• Track tenant and vendor insurance compliance

• Maintain courteous, service-oriented rapport with tenants
• Promote and foster…